Administrative Support Specialist - London, United Kingdom - NEON (fka Cityneon)

Description

Job Description

Who We Are

NEON, formerly Cityneon, is a global leader in creating and producing immersive experiences. NEON enjoys worldwide partnerships with The Walt Disney Company and Marvel Entertainment for Marvel Avengers S.T.A.T.I.O.N. and Marvel Avengers Station: Evolution, 20th Century Studios for AVATAR: The Exhibition, Hasbro for Transformers: The Experience, NBCUniversal for Jurassic World: The Exhibition, and Lionsgate for The Hunger Games: The Exhibition. It also has a partnership with Warner Bros. Themed Entertainment to produce two brand-new, unique global touring-themed art experiences inspired by DC and the Wizarding World, slated to launch in 2023. Via its World Heritage Exhibitions (WHE) division, the Company also partners with the governments of Peru and Egypt for their original artifact IP experiences, Machu Picchu and the Golden Empires of Peru and Ramses the Great and the Gold of the Pharaohs, respectively, plus authentic artifact tours Pompeii: The Exhibition, Mummies of the World: The Exhibition, Victoria the T. Rex and Auschwitz. Not long ago. Not far away. These partnerships have enabled the Group to bring compelling experiences that leave lasting memories to millions of visitors in more than 60 cities to date globally. For more information, please visit

Role Description

We are seeking a proactive and detail-oriented Inventory and Administrative Coordinator to join our team in London. This role reports directly to the Retail Finance Coordinator and collaborates closely with the Shipping/Logistics Administrator. As an integral part of our global retail division, responsibilities include setting up SKU's, ensuring consistency across IP sets, and maintaining correct nominal coding. You will be responsible for raising purchase orders, managing goods receiving processes, and addressing any discrepancies promptly. Additionally, you will track inventory movements, handle inventory transfers between establishments, and investigate stock queries as they arise.

Role Responsibilities

• Establish and maintain SKU's, ensuring uniformity across IP Sets and accurate nominal coding.
• Generate and process purchase orders using the point-of-sale system.
• Receive and inspect goods against purchase orders, promptly addressing any discrepancies.
• Identify and report any deviations between received units and ordered quantities.
• Report breakages during transit to the relevant inventory order placer.
• Maintain and update the master tracking spreadsheet to record inventory movements.
• Facilitate the transfer of inventory between different point-of-sale establishments.
• Investigate and resolve stock queries as they arise.
• Monitor and track purchase orders for split shipping arrangements.
• Manage the write-off process for damaged or obsolete inventory based on reports from retail managers.
• Handle invoicing for product sales outside of the point-of-sale system, including partners and marketing, and ensure corresponding inventory depletion.
• Administer staff expenses, ensuring compliance with company policy and proper backup documentation.
• Coordinate IT setup for all new employees, including computer setup, email addresses, and system access.
• Maintain and communicate a shared team calendar for project setups and personal leave.

Required Education and Experience:

• Minimum of 2 years of experience in inventory management, purchasing, or related roles, with inventory experience desirable.
• Familiarity with point-of-sale systems, particularly Revel, is advantageous.
• Strong attention to detail and accuracy in handling inventory data.
• Effective communication skills for liaising with vendors and internal stakeholders.
• Proficiency in Microsoft Office applications, especially Excel, for inventory tracking and reporting.
• Ability to prioritize tasks, work efficiently under pressure, and meet tight deadlines.
• Demonstrated ability to maintain confidentiality, handle sensitive information, and work with multiple currencies.
• Proactive problem-solving skills, strong initiative, and adaptability to changing priorities.
• Previous experience in retail or finance sectors is a plus.